Supports executives and operations by tracking coaching engagements, managing calendars and scheduling systems, drafting client communications, preparing program documents, administering collaboration platforms, and maintaining organized files. Develops and improves Claude- and Gemini-based AI workflows for document generation, transcript analysis, and scheduling. Handles ad hoc executive requests with discretion, prioritization, proactive judgment, and strong attention to detail.
We are looking for a highly organized, tech-forward Executive & Operations Assistant to support our team. This role blends traditional executive support with hands-on ownership of our AI-powered workflows — you’ll be as comfortable drafting a client follow-up email as you are refining a Claude-based document generation process. It’s a great fit for someone who’s proactive and energized by using AI tools to make a growing business run more efficiently. Over time you should automate or delegate these key responsibilities, enabling you to take on more meaningful and impactful responsibilities.
Key Responsibilities
- Engagement tracking: Monitor every active coaching engagement — sessions used, renewal dates, outstanding deliverables — and keep Monday.com boards up to date so the team always has an accurate picture.
- Client follow-up: Review outgoing scheduling emails daily, draft tailored follow-ups for clients or stakeholders, log outcomes, and escalate when a personal touch is needed.
- AI workflow development: Research, test, and help build AI tools and Claude-based workflows (document generation, transcript analysis, scheduling) that improve how the practice operates.
- Program production: Prepare the full suite of coaching engagement documents — progress trackers, nomination templates, interview questions, invitations — and build the client-facing kickoff packages, including HTML mockups.
- Calendar & scheduling management: Manage complex, multi-party calendars and Calendly configuration for team and coaches, resolving conflicts and keeping systems in sync.
- Systems administration: Administer Microsoft Teams, Zoom, Google Meet, and LinkedIn accounts, troubleshooting access issues, and coordinate outreach.
- Document & file management: Format and convert client-facing documents to firm standards, and maintain consistent organization across Monday.com, Google Drive, and SharePoint.
- Ad hoc executive support: Respond promptly to one-off requests from the team, prioritizing effectively as needs shift day to day.
Requirements
What We're Looking For
- Experience in an executive assistant, coordinator, or operations support role, ideally supporting multiple team members at once.
- C1 English level
- Excellent written communication and a sharp eye for formatting and detail.
- Comfort learning and working hands-on with AI tools (we currently use Claude and Gemini for Workspace extensively), and a genuine interest in using them to improve workflows.
- Proficiency with tools like Monday.com, Calendly, Google Drive, Microsoft SharePoint/Teams, and Zoom.
- Strong judgment and discretion in client and stakeholder communications, including knowing when to escalate versus handle independently.
- A proactive, self-directed working style, comfortable managing multiple concurrent workstreams without close supervision.
Benefits
- Indefinite contract
- Prepaid medicine
- Life insurance
- Birthday day off
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